Scheduler Guide. Version 4.7 April Scheduler Guide 1

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systems@work Scheduler Guide  1

Scheduler Guide

Version 4.7

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Introduction

Some systems@work functions you must schedule to run in ‘background’ using the systems@work Task Scheduler.

The Task Scheduler may be run from any workstation, but is usually run as a service (uniquely named for each database). This service will automatically restart when the server restarts as long as it is set up appropriately.

Note on Task Scheduler Services

Note that if you uninstall your current version and reinstall a new version of time@work or expense@work you should uninstall all Task Scheduler services before attempting to use or create a new service using the new version of time@work or expense@work. To uninstall Task Scheduler services run:

Uninstall_Services.exe

from the time@work or expense@work Task Scheduler folder.

Functions you can schedule using the Task Scheduler  Routing

 Posting and Validation (including creation and update of Unposted Actuals ledger)  MS Outlook Calendar Synchronisation via MS Exchange (relevant to time@work

only)

 Transmission Profiles

 Generation (relevant to time@work only)

 Approval Status Generation and Notification (relevant to time@work only)  Notification of overdue Timesheets and Forms

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Installation

The systems@work Scheduler can be installed using the standard systems@work Installation program (see the systems@work Installation Guide) and should be installed on the PC or Server where the Scheduler will run.

You must also install time@work or expense@work Maintenance if you are installing the systems@work Scheduler.

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Setting Up and Running the systems@work

Scheduler

Start the systems@work Scheduler using Programs, time@work, time@work Task Scheduler (or the equivalent for expense@work).

Logon to a database using a specific User and Password you have reserved for the Task Scheduler.

No User may be logged in simultaneously to more than one application. Note also that only one Task Scheduler may run against a database.

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systems@work Scheduler Guide  6 This screen shows you the current list and status of Scheduled tasks.

To schedule a new task click on the Create button.

Enter a task name. This can be any name. For example: Hourly Routing.

Choose a Task Type.

In time@work and expense@work Version 4.7 you can choose:  Routing, or

 Posting and Validation, or  Exchange Transfer, or  Approval Notification, or  Generation Profile, or

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systems@work Scheduler Guide  7  Transmission Profile, or

 Notification

Once you have chosen a Task Name and Task Type you should see the Task appear in the Task list:

You should then specify the Properties of the Task. These properties are effectively the parameters with which the task, such as Routing, should be run. These

properties/parameters will differ from Task Type to Task Type. For example, for Notification:

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systems@work Scheduler Guide  8 An explanation of these as well as the properties of other tasks is given below. See Task Properties.

The parameters you select here will be stored and used whenever this task is executed. You should then specify the frequency with which the task should be executed:

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systems@work Scheduler Guide  9 In this example we are specifying that the task should be executed every Monday at 2pm..

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systems@work Scheduler Guide  10 In this example we are specifying that the task will be performed at 23pm on the last day of each accounting period.

Finally click on the Start button to activate the task. You will see that the next execution is now scheduled.

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systems@work Scheduler Guide  11 Note that you may stop the scheduled execution of a task at any time by clicking on the Stop button.

While a task is halted you may also execute it once immediately by clicking on the Execute button.

Every time a task is run a message is written to the Log file. This log may be viewed by clicking on the View Log button:

Note that you may be able to open this log only in read-only mode.

Note that error conditions encountered during the execution of a task, such as Routing, are written to the error logs associated with the task in time@work or expense@work Maintenance.

An email will alert the System Administrator of the occurrence of an error condition. Exiting from the time@work or expense@work Scheduler will halt the execution of tasks.

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systems@work Scheduler Guide  12 Creating a Service using the Task Scheduler and releasing the Task Scheduler as a Service

To create a service (you must create a service for each database you are using) you should click on the Create Service button.

The system then displays the name of the new service.

Note that you may create a service for each database more than once, but

systems@work ensures that only one service is running for a database at a time by controlling execution through the System Control table (visible in time@work

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systems@work Scheduler Guide  13 When you click on Exit to leave the Task Scheduler application the system will ask you whether you want to start the service.

If you click on Yes then the service will run in the usual way.

Starting the Task Scheduler application again will suspend the service until you release it again, allowing you to modify parameters and tasks as required.

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Task Properties

The following tasks have properties:  Generation Profile

 Transmission Profile  Notification

Generation Profile

You must specify which Generation Profile should be run. Note that it must have no runtime parameters.

If you want to regenerate timesheets that have already been generated then check

Regenerate and send timesheets. Otherwise check Skip generation of sent timesheets.

Transmission Profile

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systems@work Scheduler Guide  15 You must specify why Transmission Profile should be run. Note that it must have no runtime parameters.

Check Suppress E-mail Transmission if you do not want the Transmission Profile to send reports to employees and client employees as email attachments.